Archiving the oldest fiscal year

The data archive process removes the oldest fiscal year of data from your current company, and places it in a separate archive company. Therefore, before archiving a fiscal year, ensure your current period is not in the same fiscal year.

The Archive Data wizard leads you through the process of archiving your data from previous fiscal periods. You can archive up to 12 periods at one time. You do not have to close your fiscal year before archiving your data.

To archive a fiscal year

1. Click Archive Company Data >Archive Oldest Fiscal Year.

2. On the Archive Oldest Fiscal Year tab, select the company you want to archive from the list box.

   Note: Only companies for which your current login ID has administrator rights appear in the list.

   The Archive Data wizard opens, displaying information about the archiving process and the tasks you should have completed before archiving.

   Tip: As you proceed through the wizard, you can click the [Help] button to view more detailed information about each page.

3. Click [Next] .

4. On the Preparation page:

   1. Click [Begin Preparation] to start performing all the listed preparatory tasks.

      Note: If any problems are encountered, the process stops, and the text on this button changes to [Resume Preparation]. Click [Resume Preparation] to continue running subsequent tasks to see if there are additional items that require your attention.

   2. When all the preparatory tasks are complete and without error, click [Next].

      Note: You can click [Next] only when all tasks have been completed successfully.

5. On the Maintenance Options page, select one or more maintenance tasks you want to perform prior to archiving, and then click [Next].

6. On the Archive Data page:

   1. Type a name for the company archive in the Enter name for the company archive box. The name cannot contain any special characters

   2. Click [Begin Archiving], and then click [Yes] if you are sure you have backed up your data and completed the other tasks in the "Before archiving" section.

      Note: If the archive folder exists, it must be empty. Click [Yes] to continue the process, or click [No] to go back to the Archive Data page.

      If you selected maintenance options before archiving, you can click View Result to display a message box that lists information about the maintenance tasks completed.

   3. Click [Next].

      When the archiving process has finished, the wizard backs up your data, and then displays information about working with your archive company.

7. Click [Close] .